Pre-appointment reminder calls: The best way to reduce no-shows

No-show rates can wreak havoc, not just on your bottom line, but also on the morale and peace of mind of your staff. This is where having a system in place to remind patients of their appointment with ample time to reschedule can be valuable. The patient is able to ensure they are visiting your office at a time that works best with their current schedule and you are able to fill any open timeslots with other patients as needed.

Why pre-appointment reminder calls reduce no-shows

Pre-appointment reminder calls are an important tool to reduce no-shows. By reminding patients of their upcoming appointment, you give them the opportunity to double-check their calendars and make sure the appointment still works for them. If it doesn’t, you are able to help them reschedule rather than having the situation result in a no-show.

Additionally, pre-appointment reminder calls can help you gather important information about the patient’s condition before the appointment. This way, you can be better prepared to provide care that meets their needs.

The cost of a reminder call vs the cost of a no-show

The cost of a reminder call is typically much lower than the cost of a no-show. The average cost of a reminder call is between $0.50 and $2.00, while the average cost of a no-show is between $30.00 and $100.00. What’s more, a reminder call has been shown to reduce the likelihood of a no-show by up to 80%.

Best practices for calling patients: Avoid jargon and stingers

When it comes to pre-appointment reminder calls, there are a few best practices you should keep in mind in order to make the most of them. First and foremost, avoid using industry jargon that the patient may not understand. Instead, focus on communicating the key details of the appointment in plain language. Second, be sure to avoid “stingers” – statements that could potentially leave a negative impression or cause the patient to second-guess their decision to come in. For example, don’t say something like “If you miss this appointment, you’ll have to reschedule for next week.” Stick to the facts and keep your tone friendly and helpful.

When to proactively delay or reschedule an appointment: What you should know

If you or your office staff are ill, have a death in the family, are experiencing technical difficulties, or anything else that would impede your ability to deliver quality care, it is best to delay or reschedule appointments during that time period. The last thing you want is for a patient to come in and receive sub-par care because you or your staff are not feeling well. However, if you must reschedule, be sure to give as much notice as possible so the patient can make other arrangements.

Wrapping up

If you’ve been struggling with no-shows, pre-appointment reminder calls may be the solution. If you decide to implement them into your practice on your own, be sure to:

• Identify yourself and your practice.
• Confirm the date, time, and location of the appointment.
• Ask if there are any changes or questions about the appointment.
• Thank the patient for their time.

However, if you need assistance with pre-appointment scheduling reminders, we would love to help. Visit our website to learn more and get started.